Administrative Assistant For Avp/Directors

Position Information

Classification Title Office/Clerical Assistant FLSA Non-Exempt FTE 1.00 Minimum Qualifications

Requires are least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Education in and/or experience providing support for project management especially related to construction and/or renovation projects.

Position Summary

This position works under very limited supervision and is responsible for scheduling meetings, clerical/administrative support, office operational tasks, and preparing presentations. Work involves maintaining confidentiality of information and use of discretion effectively. The individual will provide various professional administrative support for the Office of University Architects (OUA) Associate Vice President, OUA Directors, and the Assistant Vice President for F&A / Director of Space Planning and Management.

Knowledge, Skills, Abilities and/or Competencies

• Professional experience in an office setting.

• Excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of persons at all levels of management within and external to a university environment.

• Proven ability to communicate professionally and effectively across multiple platforms, including emails, memos, letters, and presentations.

• Excellent organizational abilities and be able to work effectively in a fast-paced environment.

• Proven ability to multi-task and manage multiple deadlines.

• Ability to provide solutions.

• Highly proficient in Microsoft Office Suite, which includes Word, Excel, PowerPoint and Outlook.

• Skills in managing multi-calendar scheduling using available scheduling applications/tools.

• Collaboration skills.

• Professional and welcoming demeanor.

• Excellent customer service and hospitality skills.

• Ability to make sound decisions regarding deadlines.

• Ability to handle confidential material.

• Ability to thoroughly learn and operate new database systems.

• Organize and establish priorities.

Physical Demands

• Work at a desk for long periods of time.

• Lift at least 25lbs.

• Driving as needed to perform job duties.

Is driving a responsibility of this position? Yes Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Administrative Duties:

• Distributes mail daily.

• Organizes supply room and ensuring supply levels are appropriate for office needs.

• Submits requests each month to order needed office supplies, personal equipment and special requests from OUA staff.

• Manages all state vehicles, which includes key checkout, fuel, washes, maintenance/repairs/recalls and fleet rentals.

• Submits Copier/printer orders and service requests.

• Assists with property control maintenance for all staff and annual inventory as requested.

• Completes tasks related to records management, retention and destruction.

• Tracks conferences attended by OUA staff & share with AVP for presentation sharing.

• Assists with requisition submission as requested.

• Acts as the Building Safety & Security Representative and AED Management Representative.

• Acts as the departmental contact for EITS, Telephone Services, Printing Services, Parking Services, etc.

• Prepares OUA packages for shipping via UPS or FedEx Shipping.

• Communicates the OUA Policy & Procedure Manual Updates and Listserv announcements.

• Maintains list of DP passes and state vehicle permits for annual order from Parking Services.

• Maintains a stock of guest parking passes and notify Business Operations Professional when stock is low.

• Provides coverage for the front desk during office hours in the absence of the Administrative Assistant for Project Management.

• Other duties as assigned.

Percentage of time 35 Duties/Responsibilities

Administrative Support for AVP, Sr. Director and Directors:

• Schedules and manages calendars.

• Develops, prepares, edits presentations, reports, and written communication as requested.

• Completes travel authorizations and expense reimbursements.

Percentage of time 30 Duties/Responsibilities

Electronic Support:

• Manages the OUA Listserv.

• Manages the electronic door access system.

• Submits FMD and F&A IT office work requests (for office maintenance, updates, repairs, computer issues, telephone moves, etc.)

• Makes updates and changes to the OUA webpage.

• Assists with conference room IT/AV setup for scheduled meetings.

Percentage of time 25 Duties/Responsibilities

Office Scheduling:

• Assists with Bluebeam review scheduling.

• Tracks and schedules off-site visits/staff meetings.

• Schedules and communicates Meet & Greet events.

• Assists Administrative Assistant for Project Management with meal and event related tasks.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Evie Trimble Recruitment Contact Email evie@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.